Administrative Assistant IV

Attention Current Lewis & Clark College Employees: In order to apply for posted positions, please close this window and log into Workday and click on Talent and Performance to apply internally. Working at Lewis & Clark College The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more. Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age. About the Position: The Administrative Coordinator supports the Rhetoric and Media Studies and Sociology and Anthropology departments, two interdisciplinary programs (Data Science and Middle East/North African Studies) and the Teaching Excellence Program. The position is responsible for directing complex daily administrative operations with minimal supervision. These include but are not limited to, managing events, monitoring departmental/program budgets, developing and coordinating schedules, assuring space and supply needs are met, training and supervising work study students, designing and distributing promotional materials, organizing meetings and workshops, taking and distributing minutes, maintaining departmental and programmatic websites, organizing faculty searches, and running reports. This role serves as the primary contact and resource person for the departments and programs, interacting with students, faculty, prospective students, parents, alumni, administrators, and community members. This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement. https://www.lclark.edu/live/files/33951-20221024-fully-executed-lccssa-2022-25-contractpdf Essential Functions: General Administrative Support – RHMS, SOAN, Data Science and Middle East/North African Studies Collaborates with chairs regarding departmental administration, prioritization, scheduling, documentation and database creation/maintenance. Oversees day-to-day office operations, processes mail, submits IT and/or facilities work orders, websites and social media updates/maintenance, copy/printer maintenance, proctor exams as needed. Coordinates, takes minutes, and attends department/program meetings, develops agendas with department chairs/program directors. Takes and distributes meeting minutes for the Budget Advisory Committee. Monitors departmental/program budgets. Processes receipts, payments, and purchasing cards. Track and order supplies. Coordinates faculty searches, including placing ads, tracking applications, scheduling meetings, and arranging candidate travel logistics and schedules. Hires, trains, and supervises work study students, in collaboration with department chairs. Events Support - RHMS, SOAN, Data Science and Middle East/North African Studies Manages department/program events, including reserving venues, organizing catering and audio/visual orders. Designs and distributes promotional materials. Handles travel logistics for guest speaker. Manages payment of invoices and/or honoraria. Teaching Excellence Program Provides administrative support to the Teaching Excellence Program Provides resources to faculty members to support them in strengthening and expanding their teaching expertise. Assists with developing and implementing initiatives, coordinating workshops, budget management, organizing conferences, seminars, and events. Supervises work study students. Supports communications and website maintenance. All Other Duties as Assigned Minimum Qualifications: High School diploma and five years’ related experience, or associate’s degree and three years’ related experience, or bachelor’s degree and one year of related experience. Proficiency in MS Office and Google suite software Proficiency in creating, managing, and manipulating of spreadsheets and databases, posters and brochures Strong organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Discretion, personal integrity and superior ethics. This position deals extensively with confidential and sensitive information covered under federal FERPA guidelines. Ability to work collaboratively and work across functions. Preferred Qualifications: 1+ years of experience working in higher education. 1+ years of experience in an office environment Work Schedule: 37.5 hours/week, 10 months (August 15-June 15) 0.83 FTE Payrate: UNION: Grade 15, Step F Hourly $28.18 Benefits Eligible: Exempt: No Physical Requirements: This position works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions. Directions for Cover Letter Please upload your cover letter on the My Experience screen in the resume section. Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators ( https://www.lclark.edu/about/title_ix_compliance ). Reasonable Accommodation Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. Background Check Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment. Eligibility to Work In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.